DISCIPLINARY PROGRAM-HSE DOCUMENTS
WHAT IS A DISCIPLINARY PROGRAM AND HOW IS IMPORTANT IN AN ORGANIZATION?
A disciplinary program in an organization is a set of guidelines and procedures for addressing employee conduct that falls below expectations. It's essentially a roadmap for dealing with situations where employees violate company policies, perform poorly, or engage in inappropriate behaviour.
Why a disciplinary program is important?
1. Maintains a Positive Work Environment: A clear program discourages misconduct and promotes a professional atmosphere where everyone feels respected.
2. Ensures Fairness and Consistency: It establishes a fair and consistent process for handling disciplinary matters, protecting both the employee and the organization.
3. Improves Performance: By addressing performance issues early on, the program helps employees improve and potentially avoid termination.
4. Protects the Organization Legally: A documented program helps defend against legal claims of wrongful termination or unfair treatment.
Some key aspects of a good disciplinary program:
1. Clear Policies: It outlines expected behaviour and the consequences of violations.
2. Progressive Discipline: It starts with verbal warnings and escalates for repeat offenses, ensuring a chance for improvement.
3. Documentation: It emphasizes keeping records of incidents and disciplinary actions.
4. Fairness and Due Process: It guarantees employees the right to be heard and defend themselves.
Table of Contents
1.0. Purpose
2.0. Goals
3.0. Policy
3.1. Accountability
1.0. Purpose
The purpose of the following section is to document the process and expectations for discipline as it relates to the enforcement of [Company Name]’s Environmental Health and Safety Program policies.
[Company Name] expects safe work behaviour and practices from all parties involved with [Company Name] projects.
2.0. Goals
The following section aims to administer consistent discipline and re-enforcing [Company Name]’s Environmental Health and Safety Program policies, rules, and regulatory requirements.
3.0. Policy
3.1. Accountability
We, [Company Name] are committed to safety in all operations. We all must be aware of both company and client safety goals. Good planning is essential to ensure safe work practices are followed. Every [Company Name] employee shall be held accountable for his or her safety performance. This accountability will be reflected as a part of their overall evaluation for retention, promotions, salary increases, and bonuses.
3.1.1. Safety Enforcement Procedures for [Company Name] Employees
Commitment to the safety of our employees is foremost in the development of [Company Name]’s Environmental, Health and Safety (EHS) Program. Each employee’s commitment is required. A disciplinary policy is included in this program and will be enforced at all company workplaces.
All reprimands will include retraining appropriate to the safety issue in question. This retraining will be documented with the following key information included and copy stored in the employee’s personnel file (in the human resource office):
- The supervisor’s name and title that provides the retraining
- Date of retraining
- Subject of retraining
- Topics covered within the above subject
- Regulatory references
- Sign-In Sheet
If a safety or work rule violation occurs, site management will address it promptly. The reprimand serves to:
- Allow employees to change unsafe work practices.
- Document an infraction that will go into an employee's personnel file.
- Guarantee that employees are warned of rule infractions before further disciplinary action is taken.
To address the following issues, a reprimand is recommended:
- Failure to wear proper protective equipment.
- Willfully endangering one's life or the lives of other employees; is gross misconduct and can be cause for immediate dismissal.
- Performing work in an unsafe manner.
The severity of the discipline will be determined by the extent of the exposure to the employee in question, other employees, and the company. If an employee is the likely cause of an event, or if the violation had a high probability of resulting in an event, the employee may be terminated. If the circumstances had a moderate probability of causing an event, time off without pay may result. If the circumstances had a low probability of causing an event, the superintendent should personally advise the employee that three written reprimands for safety violations will result in immediate termination.
All written reprimands will be recorded in our official Employee Discipline Notice system
3.1.2. Safety Enforcement Procedures for Trades
It is recommended that trades establish and maintain documented company-specific safety and health programs in addition to complying with [Company Name] requirements.
All infractions/ reprimands will include removal from the site for 24 hours (or longer) or retraining appropriate to the safety issue. This *retraining will be documented with the following key information included and a digital copy provided to [Company Name]’s Safety Department via safety@yourcompanyname.com:
- Company name
- Name and title of trainer that provides the retraining
- Date of retraining
- Subject of retraining
- Topics covered within the above subject
- Regulatory references
- Sign-In Sheet
When it is necessary to warn a trade of an infraction of safety rules, a warning must be issued by the project superintendent using the [Company Name] Safety Citation. A copy of the warning notice must be given to the trade’s supervisors, a copy sent to the trade’s office, and a copy maintained at the job site.
For repeat or egregious safety practices or conditions caused by an identifiable trade, a [Company Name] request for abatement will be issued via e-mail or US Mail and all payment obligations from [Company Name] to the trades (and all lower-tier associated trades) will be held until the following requirements are fulfilled by the trade through an abatement letter (on company letterhead) signed hard copy by the owner or executive or senior company officer and notarized documenting the following:
- Acknowledgement of the safety condition or issue
- Explanation of what discipline occurred as a result of the safety condition or issue
- Explanation of how the issue will be avoided from this point forward on any [Company Name] project
- Documented training* and attendance covering the safety concern(s) conveyed by [Company Name]’s project management or safety representatives
- Letter and supporting documentation submitted to [Company Name] via e-mail and US Mail or hand-delivered
- Once the letter and documents are received by [Company Name] Corporate Safety Manager, an evaluation and notification will be performed within 5 business days.
- After evaluation, a phone and e-mail notification to the trade will follow to update the trade on the acceptance or rejection status of the abatement actions and any payment holds.
Training and retraining will be certified/ documented under American National Standards Institute (ANSI) Z490.1 – 2009, Section 7.2.2 which recommends the following be documented:
- Date
- Location
- Duration of training
- Name and description of training
- Delivery materials used
- Names of trainees participating
- Names of trainees completing the training
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